good afternoon everyone caresoft technology would like to welcome you to our servicenow federal Tech talk modernizing grants management for government agencies unlocking efficiency and impact with servicenow just to tell you a little bit about caresoft we are a trusted government I.T Solutions provider supporting public sector organizations across federal state and local government agencies including education and Health Care markets at this time I'd like to hand the floor over to our first presenter of the day Kevin the floor is all yours Heather thank you so much and good afternoon it's a pleasure to have time with all of you on today's webinar uh focusing on modernizing grants management for for government agencies uh my name as Heather mentioned is Kevin Adler and I'm a Solutions executive here at servicenow supporting the U.S federal government I'm joined by my distinguished colleagues uh Chris and Therese and Eduardo each of us will introduce ourselves as we get through the presentation and by the way if you would like to reach out to any of us please put a period before uh in the middle of our first and last name as you see on the screen and add the at servicenow.com and you'll find our inbox we're all delighted to have you join us today as we delve into the world of Grants management and how modernizing this crucial process can drive efficiency transparency and impact for government organizations and those who receive the grants grants play a vital role in empowering governments to address critical societal challenges they fund research and development and they Foster economic growth however traditional Grant Management processes most frequently suffer from inefficiencies they suffer from manual workflows and they suffer from a lack of visibility which lead to a delay in decisions compliance and missed opportunities uh because we're talking about software and the future we've got the Safe Harbor slide here so uh forward-looking statements might be made in this presentation but uh the the goal of today's webinar is to uh talk about the uh showcase servicenow's Cutting Edge platform and the robust Suite of Grants management solution that can transform the way in which our government customers administer and oversee grants from the full life cycle uh Chris and Therese and Eduardo and I will discuss the key challenges faced by governments in Grant Administration and we'll shed light on how servicenow's Innovative Technologies can streamline the entire grants life cycle from application submission to reviewing the award management to uh evaluating the performance and then reporting servicenow provides a comprehensive and integrated approach to Grants management so please feel free to jot questions down in the Q a panel and join us as we explore the advantages of digitizing and automating grants management and improving the collaboration improving the data accuracy and accelerating the decision making uh experience for all of those customers on the line today and whether you represent a local state or federal agency this webinar is designed to equip you with the knowledge and the tools to modernize your grants management practices overcome challenges and potentially unlock more potential for your Grant programs so we look forward to sharing this information with you at the end we'll have a q a session we will share more details at the end but with that in mind I'm pleased to hand the microphone over to my esteemed colleague Chris pick it away thanks Kevin and good morning to those of you on the west coast and good afternoon to those of you everywhere else in the country I'm Chris Ross nice along with our industry Solutions team here at servicenow and as Kevin mentioned we'll try to focus q a towards the end of the session but feel free to use that functionality as we go through things if there's something that pops up myself and other panelists will make sure to monitor that and respond responding in line as needed so as Kevin talked about a handful of challenges and as as we look across you know federal state and local government uh just the things we observe in understanding how organizations manage the entire grants life cycle um Kevin alluded to it earlier right I think it it really starts kind of going out of sequence here with those solid work streams uh we see that being pervasive really from a technology tool set standpoint uh lots of Outlook lots of excel there's Microsoft Office Centric solutions that are not fully designed to be that that collaborative single pane of glass for an entire organization to manage grants and so what that ultimately leads to is those manual processes that we see across the board uh on average when we look at that full end-to-end scale we often see things are in that 60 range from a manual standpoint um ultimately is leading to that immense lack of visibility across the life cycle and when this all adds up right it just comes down to how can you truly impact those communities that uh these grants are meant to serve uh so we have taken an approach and a point of view that really unlocks that full-scale visibility across the organization making it a great experience not just for those constituents or businesses or non-profits applying for the grants but more importantly making it a great experience for the individuals inside that agency dispersing the grant as well and so we share a little bit about some of the challenges we're sharing we're seeing and what we're hearing from from our government entities that we work with would love to to hear from all of you so Heather if you wouldn't mind firing up that first poll will give folks about 15 20 seconds here to submit your answers I would really love your feedback here and Heather can you see that I pulled that over those responses I can't see it but I have them that all of the above seems to be our winner it does 53 so I really appreciate that and we like to ask that not just to get you know make sure that what we're hearing from the marketplace matches uh your challenges um but also gives us that that idea it validates our thought process that grants management is not just a singular component of the grants uh life cycle but it's really that whole end-to-end from Cradle to grave and so at servicenow we've developed our grants management framework that we feel truly encapsulates uh this entire life cycle and we've broken it down into into four pillars we start first with what we call that request for application stage this is where we've established that budget we're getting internal buy-in and we're starting to shape and craft what those requirements will look like for potential grantees to go ahead and apply uh for funding and when you streamline that through our online portal and make it seamless for applicants to go view available opportunities go through a registration process validate they're eligible to even apply and then all the way down to application selection using that collaborative approach internal to the organization and maybe external that's another thing that we're seeing more frequently is you know while a public health agency may be the one dispersing the grant they may be getting Insight from you know another non-profit they might be getting Insight from a research University so that ability to bring together this cross-functional team to to review all of those applications and determine that the right organizations are receiving the grants and then as we lead into that post-award stage right making sure that those grantees are you know not only aware of but reporting against those required Milestones giving those grantees an opportunity to ask questions to reach out for help to submit invoices and last but not least truly have an impact on the beneficiaries that they're meant to serve rounding out that fourth leg of the chair is that analysis and oversight again because we're delivering everything on a singular platform we've got that ability to gain Insight from that initial stage one with that RFA stage all the way through Pro through post award and we'll show you a little bit of what that looks like here today as I mentioned servicenow is a singular platform on a singular solution and that's what makes it easy to gain that visibility things like on-demand reporting real-time visibility being able to facilitate you know online portals Community forums where other grantees can collaborate with one another makes it easier not only for the grantees and the dispersing agency but also holistically for everyone to have the biggest impact against the community so for today's Journey we're going to give you a little bit of a sneak peek of what this looks like in a day in the life we're going to meet a few different personas along the way from a public health agency standpoint our internal personas here we've got Tom who's our executive Brittany who's a subject matter expertise typically an analyst and then Lexi who's our program manager and when we develop our grants management framework we really designed it around Lexi as we followed through those four pillars Lexi was that Common Thread from start to finish and that's what we'd like to show it to you today we'll also share with you the point of view from Jewel who's going to be our applicant and grantee Julie is really founded a non-profit to help underserved communities with their Public Health needs so we'll start things off on that RFA Chevron and if as we're going along we call out as we go through each stage where we're at in that process if you look in the upper right hand corner so Lexi's going to log in for the day into our servicenow grants management workspace this is going to be her daily cockpit for managing all the grants that Lexi's responsible for they've just received new funding and they're going to initiate a new Grant to be developed and issued to the public Lexi goes through and starts to fill out all the pertinent information she's going to determine the key Milestones the funding allocation the funding period and all those critical requirements before releasing this grant these details will be transferred over into that Grant application so Lexi's no longer having to enter information more than one time we can spam the grant across multiple fiscal years and in some cases we've heard of five six even seven years that grants need to spam and so being able to visualize and make sure we're capturing that from an annual basis is important for Lexi in this case as Lexi progresses through all of the information she needs to fill out she'll have automated workflow tasks generated to guide her On To The Next Step so now that the she built or defined that RFA package she's now going to Route it for approval which is where Tom comes into play Tom will received notification either via email or in a servicenow mobile app to go ahead and review the full application package and approve it once approved again we'll have an automated task generated for Lexi to go publish this on the portal we're giving Lexi the power here to actually publish the grant out on her own no longer does Lexi need to go out to a web development team or anyone else to actually get this out on the public portal we make it very easy for Lexi to go ahead and publish this out to the General Public now we're going to look at that application submission to award phase and we're going to start out with Julie who at this point is a guest Julie's navigated to that public portal and reviewed any open and upcoming grants that are available to her upon reviewing the Adolescent Family Life program grant that was recently published by the Department of Health Julie's reviewed the eligibility believes she's eligible to apply for this and proceeds to go through that registration process now we've got a lot of flexibility in how we can set this up the way we've got this set up today is that Lexi is actually going to help do that double validation as well to ensure that eligible businesses non-profits or constituents are applying and effectively being able to apply for the grant once she's been approved Julie is now considered an applicant and begins reviewing the full package and applying we've got a couple different options June can either look through each section uh choose to fill out the application and then upload it or we also offer freeform text fields to keep it 100 digital save a few trees back at the Department of Health Lexi's getting real-time visibility across every single application as they're coming in so as she sees here there's about six or seven entities that have applied for the grant and she sees that they're all completed which prompts her to now start the evaluation process Lexi Britney and Tom now can collaborate over can collaboratively review each of the applications and dynamically score each of the applications to determine who the best possible grantees are that information is populated in that single pane of glass to help Lexi determine not only the highest scoring applicant but also if there's multiple applicants as well in this case the funding allocation for this grant allows for more than just one entity to receive funding and so Lexi can run simulations and dynamically determine the best possible outcome based on per available budget so she can look at five grantees are selected six or seven in this case she knows that this grant has a possibility to go slightly over budget and wants to play it safe to ensure Maximum Impact for the community select a scenario with with five grantees at this point Lexi will go through each individual application and dictate if it's approved or if they've been denied from their workflow kicks in once again to remind Lexie she's got an issue a public notice for all the awardees Julie navigates back to that same portal that she applied and sees that her grantee her entity was selected for this grant it was actually awarded more than they had requested in parallel Julie has received an automated email asking her to please sign in to sign the terms and conditions of the grant as we shift the post award Julie assigned her contract they've got all the t's and C's in place Lexi needs to ensure that all of those key Milestones outlined in that request for application are being followed and are being assigned appropriately Lexi drills in and sees the full chart of required milestones and more importantly who they're assigned to and any dependencies as this is being built out Julie is also notified on her portal what tasks she's responsible for in this case it's been a few months since she's been awarded the Grant and she's being asked to submit a her q1 progress report back to Lexi as she fills in all that information she can also submit invoices or ask follow-up questions now that Lexi's received all of the quarterly reporting from Julie and the other grantees servicenow can automatically generate these built-in task reports that Lexington disseminate internally or roll up to any additional agencies in addition to submitting to her required reports Julie can also leverage our self-service capability with that servicenow portal Julie interacts with our virtual agent and opens a case asking for status on payment for a recent invoice she's submitted Brittany will review that case help triage it and determine the best course of action to take on this Julian can also interact with other members that have been awarded grants to our communities featured Julie can coordinate ask frequently Asked inquire about frequently asked questions that other grantees may have before reaching back out to the public health agency let's pause real quick so one of the questions that came up is um do you differentiate between threshold evaluation review by reviewer and subsequent Merit evaluations by panel of reviewers of those applications that have passed a certain threshold that's true and I'm sending a couple of images yeah Kevin on the grants.gov you were Eduardo can you answered one of those and the login.gov too I mean we integrate with any saml system I'm just not sure if we've done it with login.gov let's put those to the back of the list and take the other questions okay sounds great I like Ryan's question uh Ryan asks is this solution available now to purchase is this a custom app built uh this is this solution that uh Chris is walking through is is all built on servicenow and yes it's available to purchase now it is uh it needs to be deployed it needs to be integrated with existing in infrastructure and Investments um and and systems of record but yes Ryan uh you know you you can look to us to help you modernize this experience today we might have to hold on to those questions from from Timothy yeah all right and uh thanks for calling that out Therese uh very good comment as well I will uh turn things over to you on the performance monitoring over site order yep I get to talk about the fun stuff right so um so Chris if you go to the next slide we're going to focus in on that that executive point of view um so what what uh what we bring to the table is the ability for that executive to get a snapshot of how well these programs are performing so what you're looking at here is is Tom is an executive he can actually see all of the the different programs in in our phase and and Grant programs that he has but he has the ability to see what state they're in what is the overall status right has red yellow green indicators to really give him a notification if things are performing or or um On Target right so you'll see those red yellow green indicators what's great about this is he can also pivot right you'll see in this overview I have the ability to see things by program by type but if I want to add maybe a cost variance um you can add that as well and you're literally doing a drag and drop to do that so Chris if you go to the next line time so here what what Tom is looking at is now he's able to see how well each of these ramp programs are doing from a cost perspective the actual cost the variance right um and so he's able to really see at a glance at any time where they're at from a funding perspective do they have enough funding do they not have enough funding and so you can see by each of the different programs on the left-hand side he has ability to actually see all those financial information and then the other thing that's great too is if you go to the next slide Chris so if he needed to at any time do a fun a funding reallocation right or let's you'll see here he has the ability to see what the total funding is for each of the programs but he also has the ability to reallocate funds so if you look in the middle you'll see I've got a million dollars of funds received for the Adolescent family life and I've got 300 000 allocated in 250 000 allocated for one of for each of these programs if I needed to and I need to reallocate let's say 50 000 I have the ability to do that reallocation right from this view as well okay I think Chris we have another poll if you go to the next one will we get to the poll hey Theresa Mark has his hand up um oh yes Mark are you able to come off mute or Heather can we give him audio access unless we can't then Mark please type your question in the Q a panel we can give them permission but it looks like he just lowered his hands so I think we're good to proceed with the poll sounds good oh thanks Teresa last point on this right is being able as an agency to get that entire view not just on one particular Grant but that entire uh you know holistic Grant picture across all those different program areas um and being able to see that at the highest level has been very positively received by agencies we've been talking to so with that second and I believe last poll of the day we'd love to get everyone's feedback what did you like about what you saw today uh today was intended to provide you with just a snippet of what this looks like as you all know managing the entire life cycle of a grant is a is a very in-depth process so we just wanted to share some of those unique points of view across our grants management framework and gather your feedback looks like it was a close race between establishing the Grant and building the application and all of the above outstanding thank you all for your participation Heaven over to you uh thank you Chris so with that um Heather if you want to open up the microphones or if there's folks out there like uh who raise their hand want to ask an audible question we're here to answer your questions if not uh the Q a channel is active and we are answering them um as we see them in the Q a channel and finally if you have a question that you think of after you leave the session today if it's easiest just to remember the email address on the screen m-r-o um Mark Romeo Oreo at servicenow.com that comes to us we'll be able to uh personally respond to your inquiry and Heather just threw that in the chat so thank you great turnout for today's session excited by the number of folks interested in modernizing Grants management pleased to take any other final questions yeah Kevin there's a couple in the Q a uh there's an anonymous question how do you handle integrating Financial Solutions so users can seamlessly how much money they can allocate to a given program so servicenow has a number of already built Integrations what we refer to as spokes uh into most of the the common Financial platforms so uh typically that's a fairly easy setup since we've already built that integration for you um to pass that information back and forth to your financial system fantastic and I see Sarah asks a question about will this recording will this today's session be shared publicly and yes Heather's going to get this up to YouTube and then it will be shared publicly and I think um everyone on this call will get an informational link to that YouTube recording so that you can share it and review it with your teams and then Tim you have a question here um do you have a different how do you have a differentiate between threshold evaluation review by a reviewer and subsequent Merit evaluation scored by a panel of reviewers and those applications that pass the threshold evaluation Tim the answer to that question is yes you can develop this solution to require to require to support any required business uh needs for your organization so whether or not Chris rolled through the uh demonstration and answered that or not the how this solution is deployed specifically for your needs can uh support those threshold evaluations by the reviewers yeah and just to sit just to elaborate on that Kevin um you know one way and I think if I'm understanding the question correctly one way could be a requested funding amount so if you get five applications uh let's say the funding allocation is a million dollars and you've got two of the five are requesting two million dollars instead of the one million dollar threshold you can just drop those applications and then roll that into that more collaborative evaluation period another anonymous one is there an ability so multiple levels of review before publication will work the same way yes so we we showed a more simplistic version today I believe you're referring to that uh that that Grant application before it's posted out to the public we just showed that single level of approval to the executive this could be multi-layers so if you need five approvals for approvals if it was dependent on uh the funding amount so for a million dollars and Below maybe it's just one or two approvals that two million dollar five million dollar Mark maybe that's going to three or four level levels of approval uh and you can configure those settings and servicenow to dictate which layer of approval is needed based on that dollar amount and I think the last one here is Ryan's uh asking if uh it could be configured in a way to allow for a form of repayment I don't see why not uh considering the um since those grantees can submit invoices uh requesting uh reimbursement it wouldn't be all that dissimilar to just kind of move that two degrees to the right uh and and turn that more into a loan repayment yep that that's one of the nice things uh Chris I always like to remind customers is that our uh entire now platform is a low code no code platform so if customers have unique requirements like all customers do to any implementation for a solution built on servicenow uh those unique requirements like uh Ryan's question about repayments that can be built into the the solution that's actually deployed another anonymous question Loan Servicing capabilities um so yes and I believe there was a question earlier about our financial services uh industry solution that is does have a loan servicing capability again this kind of dovetails to what Kevin was just saying we have built that out out of the box within the financial services application uh but because everything is built on servicenow that capability can be done here in which we're using the public sector version of our industry solution Chris we have one other question and I just answered it but how to track the grant used details and for what purpose right so when Chris went through the process of showing the program when you created the actual new program that's part of the details that you would enter um it's part of you know what is the purpose of this particular Grant how it would be used um who are the types of organizations that can apply for it who is eligible for what criteria so all those details are answered when you actually create the grant itself good questions yeah great questions very good questions from the audience thanks thanks for the time um with that if there aren't any final questions um Heather I think we're we're good to go pass it back to you thanks Kevin um close things out I'd just like to thank all of our participants as well as our speakers for being with us today we hope the information you've received during this webinar has been helpful